The Event Coordinator plays a vital role in advancing Gulf Coast Humane Society’s (GCHS) mission by planning, organizing, and executing a diverse portfolio of events - from weekly offsite adoption events across the Coastal Bend region to in-shelter community gatherings and support for large-scale signature fundraisers. This full-time position is a driver of GCHS’s community presence and event programming, working cross-functionally with staff, volunteers, and external partners to ensure every event reflects the organization’s values and goals.
Schedule & Work Structure:
Because offsite adoption events are primarily held Friday through Sunday, this position operates on a flex schedule of 30–40 hours per week. Scheduling will be coordinated with the supervisor to ensure operational needs are met while balancing shifting event-planning timelines. Some evening availability may be required for community events or signature event obligations.
The Event Coordinator is responsible for:
Offsite Adoption Events:
- Research and identify event opportunities and venues across Nueces, Jim Wells, San Patricio, Aransas, and Kleberg counties.
- Build and maintain the offsite event calendar, ensuring events are scheduled strategically and aligned with organizational priorities.
- Prepare and organize all event supplies, including animals, animal care items, giveaway items, flyers, and promotional materials.
- Coordinate with the clinic team, dog behavior team, adoption floor team, and front office team to identify and prepare animals for attendance, with a focus on health, safety, and appropriate temperament.
- Drive a company vehicle to and from event locations safely and responsibly; set up and break down vendor spaces, including tents, kennels, tables, and signage.
- Facilitate off-site adoptions, including conducting introductions between animals and potential adopters, explaining adoption procedures, and completing required follow-up.
- Engage the public in a warm, knowledgeable, and professional manner, speaking confidently about GCHS events, policies, programs, and services.
In-Shelter Community Events:
- Coordinate logistics for in-shelter events held in the GCHS community room, including volunteer appreciation events, puppy or kitten shower, donor stewardship gatherings, and other one-off community events.
- Work with the Marketing and Development team (and other teams when applicable) to help coordinate event setup, décor, supplies, and day-of activities to create a welcoming and memorable experience.
- Work hand in hand with other internal teams to ensure their event needs are met; act as a resource to the team to help make the event a success for the organization and the public.
Volunteer Coordination:
- Recruit, schedule, and manage volunteers for both offsite adoption events and in-shelter community events.
- Provide clear direction, training, and on-site support to ensure volunteers are well-informed, confident, and effectively contributing to event goals.
- Foster a positive volunteer experience that encourages ongoing engagement with GCHS.
Signature Event Support (As Capacity Allows):
- Pawfest: Assist with outreach to small business vendors, artisans, and food trucks; coordinate vendor communication, applications, and logistics; support day-of setup and vendor management.
- Fur a Good Paws: Obtain quotes from catering, décor, and other event vendors; assist with general event preparation, communication, and coordination as directed; support logistics and on-site coordination during the event.
The ideal candidate will have the majority of the skills and qualities outlined below:
- Experience in event planning, coordination, or community outreach.
- Strong organizational skills with the ability to manage multiple events and priorities simultaneously.
- Excellent verbal communication and interpersonal skills; comfortable speaking confidently with the public, key stakeholders, or the media about GCHS’s mission, programs, and services.
- Ability to strategically plan event locations, timing, and target audiences to maximize community impact.
- Experience working with or managing volunteers.
- Comfortable handling dogs and cats of varying temperaments and providing basic animal care.
- Valid driver’s license and clean driving record; ability to operate a company vehicle.
- Ability to lift and carry up to 50 lbs as needed for event setup and breakdown.
- Flexibility to work a non-traditional schedule, including Fridays, weekends, and occasional evenings.
- Applicant must be at least 18 years of age.
Working Conditions:
- Regular travel to event locations throughout Nueces, Jim Wells, San Patricio, Aransas, and Kleberg counties.
- Frequent physical activity, including loading and unloading supplies and setting up and breaking down event spaces outdoors and indoors.
- Exposure to animals, including dogs and cats of various handling levels.
- Flex schedule of 30–40 hours per week, with primary working days on Friday, Saturday, and Sunday; remaining hours distributed across the week as needed.
Background Check Requirement:
- All employment offers are contingent upon the successful completion of a background check. Applicants must be able to meet the organization's background screening requirements as a condition of employment.
Pay: $13.00 - $14.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
